Research Administrative Coordinator

Description

Reporting to the Executive Director for The Fenway Institute (TFI), the Administrative Coordinator plays a key role within the research department by providing administrative, logistical, and operational support to the Medical Research Director, staff, and faculty. Representative Duties Include:

Administrative support to the Medical Research Director

• Maintains CV and biosketches for Medical Research Director 
• Coordinates travel, conference registrations, transportation and reimbursements 
• Manages and coordinates schedule
• Maintains database of contacts
• Transcribes letters of recommendation, grant reviews, manuscripts and other documents 
• Prepares and submits Copyright Transfer, Conflict of Interest, and Financial Disclosure Forms
• Assists with professional license, passport renewal, and visa requests
• Formats manuscripts and designs posters and slides for conferences and for submission to professional journals according to guidelines of individual publications 
• Processes manuscript submissions to journals and poster/presentation submissions to conferences

Administrative support to the Research Department

• Collaborates with the Research Compliance Manager, Research Operations lead, and Executive Director on Quality Assurance activities and Quality Improvement initiatives
• Maintains comprehensive knowledge of departmental administrative policies, procedures, and forms, serving as the primary departmental point of contact for knowledge and support on these topics
• Compiles and formats monthly and annual TFI board report
• Assists interdepartmental teams with meeting travel for outside guests and provides logistical support for large meetings (e.g., liaising with the facilities and IT teams, placing catering orders, providing basic AV support)
• Schedules and manages logistics and operational aspects of faculty and staff meetings (e.g,, agenda distribution, room reservation, catering, AV set up/support, materials printing and distribution, attendance/RSVP tracking), and attends for purposes of taking minutes and distributing. 
• Files, copies, faxes, prepares and sends letters, PowerPoint presentations, spreadsheets, and other documents upon request.  
• Sends emails of behalf of TFI Faculty to TFI Staff and other external groups, upon request
• Maintains TFI supplies (checks levels, orders as needed) and oversees equipment maintenance
• Manages logistics for TFI events held onsite, including national conferences, large meetings, focus groups, research-related support groups, and conference calls. 
• Support staff onboarding and trains new employees on Fenway Health administrative procedures (e.g., how to submit POs, place catering orders, reserve facilities space, submit travel requests/budgets, request virtual credit cards)
• Works with outside vendors to negotiate group rates and discounts at tax exempt rates for hotel rooms, meeting spaces, catering, taxi/car service, etc.
• Invoice processing

Research support to TFI

• Greets study participants who come in for study visits, and notify research staff.
•  Serves as the Fenway Institute’s credentialing officer. 
• Updates and maintains bibliographies in Endnote and files for grants and other purposes.
• Assists Institute faculty with NIH compliance, such as Public Access Policy and submitting articles
• Maintains electronic library of all TFI Faculty publications and responds to requests for reprints
• Facilitate policy/SOP review
• With guidance from Grants & Contract, facilitate staff time & effort reporting

Meets Agency Participatory Expectations

• Adheres to all agency and departmental policies and procedures, the highest principles of patient and client confidentiality, and established safety policies, procedures and precautions
• Identifies potential or actual unsafe situations in the environment and takes measures to rectify the situation
• Attends all required meetings, in-services and professional trainings
• Maintains professional competence necessary to perform job responsibilities; maintains and provides agency with records of continuing education activities
• Serves on agency committees and in professional organizations when requested

Performs other related duties as required

Requirements

• Highly organized, with a strong ability to handle multiple tasks and prioritize assigned duties
• Two or more years of office experience 
• Proficiency and experience with dictation and transcription
• Proficiency with Microsoft Office applications
• Excellent w